SOFIA_Final_RFP_Questions_Vol_1_08_31_16.pdf

NNA16579196R August 30, 2016

Stratospheric Observatory for Infrared Astronomy (SOFIA) Science and Mission Operations Solicitation

RFP Questions and Answers

August 30, 2016

This document contains answers to questions that were received after the release of final SOFIA Science and Mission Operations solicitation. All changes to the RFP will be addressed through an amendment. Offerors shall acknowledge all RFP amendments on the solicitation cover page SF 26.

Question #1: In reference to solicitation File 2016_0630 Questions Volume 2, Question and Answer #7: Two MOUs are expected to be negotiated by the contractor each year, both for the use of Principle Investigator (PI) Instruments. The answer to the question said that documents themselves will be available, on request, from the CO and distributed on a CD.

Could the Government please provide these documents for review by all bidders?

Answer: MOUs are agreements negotiated and executed solely by the contractor and the instrument Principal Investigator’s (PIs) institution, which define the roles and responsibilities of each party for use of the PI instruments by the Guest Observers. The current contractor’s MOUs will not be provided to Offerors. The requirement for the contractor to negotiate and execute MOUs is fully described in the SOW section 3.4.3 and CDRL 310407. A document that describes the general content of the MOUs is available in the SOFIA Technical References CD, titled "SOFIA MOU Content.pdf". This information is sufficient for Offerors to fully respond to the RFP. The CD is available upon request to the CO. No change needed to the

RFP.

Question #2: In reference to the SOFIA website, does the Government own the content on the SOFIA website (hosted by the incumbent)?

Answer: Yes, the Government owns the content on the SOFIA website hosted by the incumbent contractor. No change needed to the RFP.

Question #3: In reference to the SOFIA website, if the content is owned by the Government, will that data be electronically available to the successful offeror during Phase In to use in creating the successful Offeror’s SOFIA website?

Answer: Yes, the data on the SOFIA website will be provided to the contractor during Phase In. No change needed to the RFP.

NNA16579196R RFP Questions and Answers August 30, 2016

Question #4: In reference to L. 10 (a) (A) (3) Key Personnel. (Page L-8) and L.9 (a) Page Limitations - Final RFP changes: The L.9 (a) footnote 1. states: "See L.9 (sic) (c) regarding page limits for....position descriptions." The referenced item (c) requires that "position descriptions shall be limited to no more than two total pages per individual [key position]". Furthermore, in L.10 (a) (A) (3) Key Personnel, the Government has requested that the Offeror "clearly describe the function, responsibility, and authority for each key position. The Offeror shall also define the qualifications, experience, education and skills required of individuals to fill each key position. For all key positions, identify the recruitment approach that will be used to fill those positions if replacement is require during the term of the contract and how the Offeror will ensure compliance with the requirements set forth in NFS 1852.235- 17."

The requirement for a Position Description was deleted from the L.10 instruction.

Should there be a requirement for a Position Description? If yes, would part of the instruction to be associated with the Position Description be "the function, responsibility, authority; the qualifications, experience, education and skills required"? This would allow the page allocation of 2 (in the table for Key Personnel) to be used to answer the rest of the L.10 instructions recruitment approach that will be used to fill those positions if replacement is require during the term of the contract and how the Offeror will ensure compliance with the requirements set forth in NFS 1852.235-17, as well as the rationale for the selection.

Answer: Descriptions for key positions are required in Section L.10(a)A(3)(i).

Commitment letters, resumes, and key position description are not included in the 2-page limit for Key Personnel element, but each of these has its own page limit as described in L.9(c). The footnote #1 at the bottom of page L-6 should read "L.9(c)" not "L.8(c).” This will be corrected by amendment.

Question #5: In reference to L. 10 (a) (A) (3) Key Personnel. (Page L-8) and L.9 (a) Page Limitations - Final RFP changes: The L.9 (a) footnote 1. states: "See L.9 (sic) (c) regarding page limits for....position descriptions." The referenced item (c) requires that "position descriptions shall be limited to no more than two total pages per individual [key position]". Furthermore, in L.10 (a) (A) (3) Key Personnel, the Government has requested that the Offeror ""clearly describe the function, responsibility, and authority for each key position. The Offeror shall also define the qualifications, experience, education and skills required of individuals to fill each key position. For all key positions, identify the recruitment approach that will be used to fill those positions if replacement is require during the term of the contract and how the Offeror will ensure compliance with the requirements set forth in NFS 1852.235- 17."

Should the NASA FAR Reference be NFS 1852.235-71?

Answer: Yes, this is a typo that will be corrected by amendment.

Question #6: In reference to Clause K.2 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (FAR 52.204-8) (APR 2016), will K.2 be corrected to match the current small business size standard of 1000?

Answer: Yes, the correct size standard is 1000 employees and not 500, as stated.

This will be corrected by amendment.

Question #7: In reference to L.10 (b) Past Performance Proposal, the instructions in L.10(b)(1) for Volume II, Past Performance state, “The Offeror shall describe past performance on no more than three (3) recent contracts …” Further, L.10(b)(1)A states that “The Offeror and major subcontractors shall provide any relevant technical and operational performance information for each of their reference contracts…" The instructions for the Questionnaires in L.10(b)(B)(b) state, “The following information shall be supplied for each Offeror and major subcontractor…” And L.10(b)(B)(b)(2) states, “At a minimum each Offeror and major subcontractor shall send a blank Past Performance Questionnaire, for completion, to the cognizant Contracting Officer or the Contracting Officer’s Representative of not more than three relevant completed (completed within the last three years) or active (underway at least one year) contracts” From this information it would appear that the Government is requesting information from both the prime Offeror and for each major subcontractor. If so, then should L.10(b)(1) state that the Offeror and each major subcontractor shall describe Past Performance for no more than three (3) recent contracts each, and not 3 in total?

Answer: It is the Government's intent that the prime and major subcontractors may each provide PPQs for no more than three recent, relevant contracts. This language will be added by amendment to the RFP.

Question #8: In reference to L.10 (b) Past Performance Proposal, the instructions in L.10(b)(1) for Volume II, Past Performance state, “The Offeror shall describe past performance on no more than three (3) recent contracts …” Further, L.10(b)(1)A states that “The Offeror and major subcontractors shall provide any relevant technical and operational performance information for each of their reference contracts…" The instructions for the Questionnaires in L.10(b)(B)(b) state, “The following information shall be supplied for each Offeror and major subcontractor…” And L.10(b)(B)(b)(2) states, “At a minimum each Offeror and major subcontractor shall send a blank Past Performance Questionnaire, for completion, to the cognizant Contracting Officer or the Contracting Officer’s Representative of not more than three relevant completed (completed within the last three years) or active (underway at least one year) contracts” From this information it would appear that the Government is requesting information from both the prime Offeror and for each major subcontractor. If not, then questionnaires would be received from contracts not described in the proposal, and teams with multiple major subcontractors would be prohibited from submitting sufficient Past Performance information for their team. Is this the Government’s intent?

Answer: The Government is requesting Past Performance information from both the prime contractor and major subcontractors proposed to perform the work under the contract. The limit on the number of relevant contracts applies to the offeror and each major subcontractor separately. This will be clarified by amendment.

Question #9: In reference to L.8(b)(2) Proposal Preparation – General Instructions, the table says that the Cover Letter is to contain all information found in Section L.7(b)(2). The requested information appears to be in Section L.8(b)(2). Is this correct?

Answer: Yes, the information requested on the cover letter is described in Section L.8(b)(2). The reference in the table on page L-4 is incorrect. This will be corrected by amendment to the RFP.

Question #10: Clause 1852.242-73 is referenced which requires a NASA 533. The CDRLs do not indicate a 533 but state, "The format and contents of the Financial Monthly Report will be per a mutually agreed-to format by the COR and Contractor consistent with SOFIA Program financial reporting and tracking system."

Is NASA Form 533 an acceptable format for the Financial Monthly Report even though it is not included in the CDRLs?

Answer: The referenced CDRL will be revised via amendment to the RFP. A new deliverable will be added to address financial reporting (NF 533).

Question #11: In order to perform this Contract and, thus, support the SOFIA Program, the Contractor…(2) will prepare solicitations and manage the activities related to the selection and administration of sub-awards for the U. S. Guest Observer Program (or successor programs), within the scope of the Statement of Work… (c) To avoid, neutralize, or mitigate potential Organizational Conflicts of Interest, the following restrictions upon future contracting shall apply: (1) If the Contractor, under the terms of this contract, or through the performance of tasks pursuant to this contract, is required to develop specifications or statements of work that are to be incorporated into a solicitation, the Contractor shall be ineligible to perform the work described in that solicitation as a prime or subcontractor under an ensuing contract or grant.

Does the language in this section bar the contractor’s scientist working on the SOFIA program who are not involved in preparing the GI CfP and the managing of activities related to the selection and administration of those awards from proposing for and being awarded observing time through a SOFIA GO Grant?

Answer: The Contractor is responsible for compliance with the OCI clause by conforming to the restrictions, providing a reasonable and adequate mitigation plan or requesting and obtaining a waiver. Specific situations should be discussed with the CO. A new CDRL with instructions for submittal of an OCI Avoidance Plan (J.1(a)6) will be added by amendment.

Question #12: SOW paragraph 3.1.7.5 requires the contractor to maintain the SOFIA Program web server and website in compliance with Section 508 and IPv4 and IPv6.

Please confirm that maintenance in accordance with those standards would be considered part of the core contract requirements, whereas work associated with system development to attain compliance, should that be necessary, would be considered an IDIQ activity.

Answer: All activities required to maintain the website in compliance with Government standards mentioned in the SOW are part of the core requirement. The Government does not anticipate issuing IDIQ development tasks to address website compliance with Section 508 or IPv4/IPv6. No change is needed to the RFP.

Question #13: In reference to L.8(b)(2) Include a cover letter with the proposal, attaching the completed representations, certifications and acknowledgments specified in Section K of this solicitation. The cover letter must be signed by an official authorized to contractually bind your company. As part of that letter, provide the following information: "…completed response to Section L.1, NFS 1852.245-80 "Government Property Management Information." This information will not be part of the evaluation for award. The information will be reviewed and approved by the Contracting Officer and finalized prior to the end of the Phase-In period."

The RFP includes the NFS clause which provides for identifying the practices the contractor intends to deploy (with respect to government property) and per the above it is to be included with the cover letter. The SOW 2.4.6 on page 14 states, "The Contractor shall establish and maintain a Government Furnished Property (GFP) management process and deliver that process to the Government within 90 days of contract award per CDRL 200004." That CDRL deliverable requirement agrees with the SOW. So, must the practices/process be submitted with the proposal cover letter per the RFP or 90 after award per the SOW and CDRLs?

Answer: Yes, the property practices must be described in the cover letter. The CDRL is a separate requirement. No change is needed to the RFP.

Question #14: The instructions for completing Table SB-1 state: "To complete Column A, divide the dollar amount in Column B by the total offered price of the proposal (that is, total contract value)."

Is the total value of the GO Grants included in the base for purposes of calculating the Small Business Percent? Given the language above and no reference for including or excluding any CLINS from the calculations, it would appear they must be included.

Answer: Yes, the total contract value includes all CLINs. The Government-provided plug-number will be the value of the Grants CLIN to be included in the base for the purpose of calculating the small business percent. No change is needed to the RFP.

Question #15: Section L.9(b) states that “Diagrams, graphics, charts, and photographs shall use 12 point Arial font text.” Most of the tables in RFP Attachment J.1(b)3 SOFIA RFP Cost Template Workbook are in 10 pt Arial font. Please confirm that it is acceptable to use Arial 10 pt font in the cost tables of Volume III.

Answer: Offerors shall use the cost template as provided. Offerors shall not modify the formatting or font in the template. No change is needed to the RFP.

Question #16: Section L.9(b) states that “Diagrams, graphics, charts, and photographs shall use 12 point Arial font text." Given the strict page limitations, the 12 point Arial font text requirement effectively discourages the use of anything other than narrative text to convey technical information, since non-narrative mechanisms (tables, diagrams, graphics, charts, and photographs) will take up significantly more space on the page if using such a large font.

Will the government please allow the use of no smaller than 10 pt Arial font in tables, diagrams, graphics, charts, and photographs in Volumes I, II, and III?

Answer: The RFP will be amended to allow use of 10 pt Arial font for diagrams, graphics, and photographs. All text must be clearly legible.

Question #17: Section L.10 PROPOSAL PREPARATION--SPECIFIC INSTRUCTIONS, paragraph L.10(b)(3)(B)(1) on page L-16 states that offerors are to submit a list of the Agencies/Companies who will be responding to the Past Performance Questionnaire directly to the Contracting Officer at least 10 days prior to the proposal due date.

ATTACHMENT J.1(b)6. Client Authorization Letter, requests that the Agencies/Companies who will be responding to the Past Performance Questionnaire return the completed questionnaires no later than 10 days prior to the proposal due date.

Please confirm that both the offeror-generated list of past performance responders and the actual questionnaire responses from the offerors references are requested to be delivered to the contracting officer no later than 10 days before the proposal due date.

Answer: Yes. The advance submission will allow NASA to identify what information has/has not been received prior to proposal receipt.

Question #18: RFP clause L.10(b) Past Performance Proposal (Volume II) Para.

L.10(b)(1) on page L-15 defines recent contracts as being performed or completed within the last five (5) years similar in size, content, and complexity to requirements of this RFP.

Para. L.10(b)(3)(B)(2) on page L-16 directs Offerors to send a blank Past Performance Questionnaire, for completion, to the cognizant Contracting Officer or the Contracting Officer’s Representative of not more than three relevant completed (completed within the last three years) or active (underway at least one year) contracts.

Please confirm that the three reference contracts provided in response to the instructions in RFP Para. L.10(b)(3)(A) are to be the same contracts for which completed Past Performance Questionnaires are submitted per Para. L.10(b)(3)(B).

Answer: The questionnaires should address the same contracts referenced in the past performance volume (narrative). No change needed to the RFP.

Question #19: RFP clause L.10(b) Past Performance Proposal (Volume II) Para.

L.10(b)(1) on page L-15 defines recent contracts as being performed or completed within the last five (5) years similar in size, content, and complexity to requirements of this RFP.

Para. L.10(b)(3)(B)(2) on page L-16 directs Offerors to send a blank Past Performance Questionnaire, for completion, to the cognizant Contracting Officer or the Contracting Officer’s Representative of not more than three relevant completed (completed within the last three years) or active (underway at least one year) contracts.

Please clarify whether the reference contract completion window is limited to the past 3 or 5 years.

Answer: Per L.10(b)(1); “Recent is defined as being performed or completed within the last five (5) years.” This also applies to Past Performance Questionnaires (L.10(b)(3)(B)). This will be incorporated into the RFP by amendment.

Question #20: Attachment J.1(a)1, Statement of Work Para.3.1.1.2 states that the Management Plan (CDRL 310100) shall be submitted with the proposal and subsequently incorporated into the contract. Attachment J.1(a)2, page 13, indicates that CDRL 310100 shall have an initial submission 30 calendar days after contract ATP. Section L.10(A)(2)(ii) on page L-8 requires the Management Plan to be included as part of the Project Management section of the proposal, which is limited to 14 pages. The references appear to conflict and the proposal page limitation does not allow a thorough and complete Management Plan to be developed and delivered as CDRL 310100.

Please clarify NASA’s intent with regard to submittal of the Management Plan as a subset of the Offerors’ 14-page Project Management section of the proposal.

Answer: Yes, a Management Plan, as described in L.10(A)(2)(ii), is required as part of the proposal. The approved deliverable, containing much of the same information, is required after award per the CDRL. No change needed to the RFP.

Question #21: We request that the Government reconsider expanding the page count or clarify the existing instructions to allow more flexibility for the Past Performance Volume page count.

Answer: The Government will allow up to 5 pages for the Past Performance narrative (defined in L.10(b)) for the prime offeror and each of the major subcontractors. This will be changed by amendment.